Katie Bean Travels, Inc. Terms & Conditions These terms and conditions (“Terms and Conditions”) govern the relationship between Katie Bean Travels Inc. d/b/a Katie Bean Travels (“KBT” and/or “us/our”) and you, the purchaser and/or traveler (“Client” and “passenger” and “you/your”). By planning travel with KBT, you agree to be bound by these terms and acknowledge that KBT acts solely as a booking agent for disclosed principal supplier tour operators, cruise lines, hotels, airlines, air charters, bus companies, ground transportation, boat purveyors or owners, and other independent contractors providing accommodations, transportation, and other services (“Supplier(s)”) and is not the source or provider of the travel services. These terms include warranties and disclaimers and exclusions of liability and may restrict your rights and remedies and provide protection to KBT.
1.USE OF KBT SERVICES, ACCESS AND INFORMATION FOR TRAVEL BOOKINGS You warrant that you are at least 18 years of age and possess the legal authority to enter into this Agreement and to make travel bookings with KBT. You agree to be financially responsible for all of your travel bookings made on behalf of yourself and any member of your traveling party and warrant that all information supplied by you on behalf of yourself, members of your household, or others for whom you are authorized to transact business with us is true and accurate. You agree that you will only make legitimate reservations or purchases with KBT and its Suppliers, and acknowledge that, without limitation, any speculative, false, or fraudulent reservation is prohibited.By approving your itinerary and making a reservation, you agree to be bound by the terms and conditions of each individual Supplier. These may include, but are not limited to, rules regarding cancellations, changes, refunds, baggage, check-in requirements, and conduct during services. It is your responsibility to review and understand these Supplier terms, and KBT is not liable for any breaches, delays, or service failures by these independent entities.KBT is an independent Virtuoso Agency, Florida SST45450, Registration as a seller of travel does not constitute approval by the State of California.
2. CLIENT RESPONSIBILITIES Clients are responsible for understanding and complying with all entry requirements, local laws, and health regulations for the destinations they visit. Clients are also expected to maintain respectful and lawful behavior throughout their travels. KBT reserves the right to discontinue services for clients who act in a disruptive, unlawful, or unsafe manner during the planning process or while traveling.
3. AFFILIATION WITH VIRTUOSO KBT is a proud independent member of the Virtuoso® network, a global consortium of luxury travel providers. Through this affiliation, KBT offers clients access to exclusive amenities, preferred rates, and VIP experiences negotiated by Virtuoso with select hotels, cruise lines, and other travel partners.While KBT may arrange Virtuoso benefits on your behalf, Virtuoso itself does not provide, operate, or control the travel services you purchase. All travel arrangements remain subject to the terms and conditions of the individual Suppliers, and KBT acts solely as an agent in securing those services. Virtuoso is not responsible for any service failures, delays, or issues involving third-party providers.
4. DATA PRIVACY AND COMMUNICATIONS By booking travel with KBT, you consent to our collection and use of personal information for the purpose of booking and managing your travel arrangements. This includes sharing necessary details with third-party suppliers in accordance with their privacy policies. You also consent to receiving transactional and service-related communications from KBT via phone, text, and email. Your information will not be sold or shared for marketing purposes without your express consent.
5. PAYMENTS, CANCELLATIONS, AND PROFESSIONAL SERVICES You are fully responsible for all charges, fees, taxes, duties, and assessments related to travel bookings made through Katie Bean Travels (“KBT”). By submitting a signed credit card authorization form or otherwise providing payment information, you authorize KBT to use your payment method to purchase travel services from third-party Suppliers on your behalf, in accordance with your approved itinerary.
KBT invests significant time and professional expertise in curating each travel experience. This includes cultivating supplier relationships, vetting trusted partners, attending industry trade shows, and conducting detailed research and planning to deliver custom proposals and itineraries. These services are performed as part of our concierge-level travel design process, and our cancellation and payment policies reflect the value of that work.
Chargebacks and Payment DisputesExcept in cases of documented fraud, you agree not to initiate a chargeback or dispute with your bank or credit card provider as a means of circumventing KBT’s or a Supplier’s stated cancellation or refund policies, including changes or cancellations due to events beyond KBT’s or the Supplier’s control (e.g., weather, illness, political unrest, transportation issues). Should you dispute a legitimate charge or attempt to reverse or recover authorized funds, KBT reserves the right to recover all associated costs, including legal fees, collection costs, and any additional fees incurred in defending against such action.
Payment Terms and Deadlines
All payments must be made in full by the deadlines set by each Supplier. Failure to submit timely payment, or to comply with Supplier terms and conditions, may result in cancellation of your reservation, loss of access to travel services, or forfeiture of funds already paid. KBT is not liable for any losses that result from your noncompliance with these terms.
Cancellations and Refunds
If you wish to cancel your travel plans after confirming a booking, you must notify KBT in writing. Upon receipt of your written cancellation request, applicable cancellation penalties will be assessed in accordance with the terms of each Supplier. Many travel bookings, particularly those involving custom experiences, luxury accommodations, retreats, or international flights, are non-refundable once under deposit.
Refunds, if available, will be processed per the Supplier’s policies and timelines. Any cancellation fees will either be charged to your authorized payment method or deducted from the Supplier’s refund amount before disbursement to you. KBT’s planning and service fees are non-refundable.
6. MEMBERSHIP FEES AND SERVICE CHARGES KBT offers certain travel planning services exclusively to clients enrolled in a membership program. The scope of services, applicable terms, and specific fee amounts related to membership are outlined in a separate Membership Agreement, which must be reviewed and signed prior to the commencement of services.For non-membrers, a planning and service fee will be applied to each confirmed travel itinerary. This fee is calculated as a percentage of the total cost of the trip and reflects the value of KBT's professional time, industry expertise, and the use of its established global partnerships.All membership fees and trip-related service fees are strictly non-refundable. These fees are earned in full at the time of engagement and are not dependent upon the completion of travel. This non-refundable policy remains in effect regardless of changes, cancellations, or interruptions to travel plans, including those resulting from force majeure events or circumstances beyond the control of KBT or its suppliers.By engaging the services of KBT, the client acknowledges and agrees to the fee structure as outlined above and in the Membership Agreement and further agrees to the non-refundable nature of all such fees.
7. TRAVEL DOCUMENTATION AND IDENTIFICATION REQUIREMENTS
It is the sole responsibility of the client to obtain, carry, and present all necessary travel documentation required for entry, exit, or transit through any destination on their itinerary. This includes, but is not limited to, a valid passport, visas, vaccination records, and any other government-issued documents required by applicable authorities in the countries being visited.
For all air travel, both domestic and international, clients must present acceptable government-issued identification in compliance with regulations established by the United States Transportation Security Administration (TSA) and the Department of Homeland Security (DHS). A list of acceptable forms of identification is available at
www.tsa.gov. The name, date of birth, and gender on the identification must exactly match the corresponding information on airline tickets and booking records. Failure to comply may result in denied boarding, delays at airport security, and missed flights or travel services. KBT is not responsible for any losses or costs resulting from noncompliance with identification requirements.
REAL ID ComplianceBeginning May 7, 2025, every traveler 18 years of age and older flying within the United States must present a REAL ID-compliant license or other acceptable form of identification. Travelers are responsible for ensuring that their identification meets these federal standards before departure. Additional information is available at www.dhs.gov/real-id.
Passport Validity and Visa Requirements
KBT strongly advises that all clients confirm their passport is valid for at least six months beyond the return date of travel. Certain countries strictly enforce this requirement and may deny entry if the passport is due to expire within that timeframe. Non-United States citizens may have different documentation requirements. Clients traveling on non-U.S. passports must notify KBT prior to booking. KBT is not responsible for the denial of boarding, entry, or visa issuance due to incomplete or inaccurate documentation.
Visa issuance is subject to the discretion of the destination country’s consulate or embassy. KBT does not guarantee the approval of visa applications or visa waivers and is not liable for any lost payments resulting from a refusal or delay in processing by the relevant authorities.
Minor Travelers
Children and infants are also required to present appropriate travel documentation. For international travel, minors traveling with only one parent or without both parents may be required to provide a notarized letter of consent. Failure to present proper documentation may result in denial of boarding or entry. For guidance on U.S. reentry requirements and necessary documentation for minors, clients should consult the U.S. Customs and Border Protection Agency (
www.cbp.gov) or review specific travel guidelines at
https://help.cbp.gov/s/article/Article-3643.
Review of Travel Documents
Upon receipt of travel documents, including but not limited to itineraries, tickets, and confirmations, the client must carefully review all details for accuracy. It is the client’s responsibility to immediately notify KBT of any discrepancies, errors, or required corrections. KBT is not responsible for issues arising from inaccurate documentation if notice was not provided in a timely manner.
8. INDIVIDUAL ENTRY AND EXIT REQUIREMENTS
Each country holds different views of past criminal offenses, whether within or outside of their boundaries. If you have a current or prior criminal offense, contact that country directly for entry and exit requirements. You can visit the US State Department Website for further information about these requirements. See, https://travel.state.gov/content/travel.html. We do not inquire about an individual’s criminal record in the interest of respecting our Clients’ privacy. For example, if traveling to or through Canada, individuals with a Driving While Intoxicated (DWI) record should review current entry requirements. See:
http://www.cic.gc.ca/english/information/faq/inadmissibility/index.asp.
9. HEALTH, IMMUNIZATIONS, AND TRAVEL REQUIREMENTS
It is the sole responsibility of the client to ensure they meet all health requirements for travel, including obtaining any required immunizations, health screenings, or certifications. Certain destinations may require proof of vaccination or other medical documentation for entry. In some cases, these inoculations must be recorded by a licensed medical professional on a valid international certificate of vaccination, which the client must carry during travel.KBT does not verify or warrant the accuracy of health-related requirements for specific destinations and is not liable for denied entry, quarantine, or other consequences resulting from insufficient documentation or failure to meet health protocols.Clients are strongly advised to consult with their physician or travel clinic before booking, especially if they have medical concerns regarding required immunizations or medications. For current travel health advisories and destination-specific guidance, clients should refer to the U.S. Department of State (
www.travel.state.gov) and the Centers for Disease Control and Prevention (wwwnc.cdc.gov/travel).
10. AIR TRAVEL AND FLIGHT POLICIES
KBT is not responsible for airline schedule changes, flight cancellations, or missed connections. Clients are responsible for reviewing their airline’s fare rules and ensuring compliance with all terms of carriage. Failure to use any portion of a ticketed itinerary may result in automatic cancellation of remaining flights and forfeiture of the total fare.Some countries may require payment of departure taxes in cash at the airport, and these fees are the responsibility of the traveler.Airline e-tickets typically expire one year from the date of issue unless otherwise stated in the fare rules. Clients are advised to reconfirm flight times directly with the airline no less than 24 hours prior to departure for domestic travel and 72 hours prior for international travel.Due to increased airport security, KBT recommends arriving at the airport at least 2 hours prior to domestic flights and 3 hours prior to international departures.10. RIGHT TO CORRECT ERRORS/OFFERS SUBJECT TO AVAILABILITYWe reserve the right to correct errors. In the event of any pricing error or omission, we reserve the right to adjust such pricing or make any other corrections. All offers, incentives and Supplier promotions are subject to availability and may change without notice. Prospective Clients are advised to reserve early to avoid disappointment, increases in fares and additional late booking fees.
11. UNUSED ARRANGEMENTS, MINIMUM PASSENGER REQUIREMENTS AND ALTERATIONS TO BOOKINGS
When tour, cruise or package prices are based on Suppliers’ contract rates, you will not be entitled to any refund for any unused portion of travel. Some group tours are based on minimum numbers of passengers traveling; if the number of passengers falls below the minimum required, a surcharge may be imposed, or the tour may be canceled. Any cancellations of a tour or package for reason of failing to meet the minimum traveler requirement will be governed by the tour operator’s cancellation policy.
If you decide to change any portion of your confirmed arrangements prior to departure or during your trip, we will attempt to assist you. Certain bookings may not be able to be changed. All requests for changes to a booking must be made in writing to KBT.
The Supplier may determine that alterations in itinerary are necessary for any number of reasons, including but not limited to severe weather. Any alterations to an itinerary are at the sole discretion of the Supplier, and KBT bears no responsibility for any changes.
12. LIMITATION OF LIABILITY AND AGENCY DISCLOSURE
KBT acts solely as a booking agent for disclosed principal Suppliers and is not the source or provider of any travel service. Each Supplier is an independent entity with its own management and is not subject to the control of KBT. The Suppliers whose names appear in travel documentation are those actually responsible for providing the travel services purchased, and you consent to the use of those Suppliers.Because KBT acts as agent for disclosed principal Suppliers and does not have the right to control the operations of such independent operators and Suppliers, you agree that KBT is not liable for any personal injury or property damage, which may arise out of these services. KBT hereby disclaims any liability whether based on contract, tort, strict liability or otherwise, including without limitation liability for any direct, punitive, special consequential, incidental or indirect damages, in connection with the goods or services provided by any principal Supplier booking through KBT, including without limitation liability for any act, error, omission, injury, loss, accident, delay or irregularity which may be incurred through the fault, negligence, willful acts, omissions or otherwise of such Supplier, or of any Supplier or their respective employees, agents, servants, or representatives, including, without limitation, their failure to deliver or their partial or inadequate delivery of services, their cancellation and refund policies, fuel increases, bankruptcy or cessation of operations and other matters outside of KBT’s control, and you hereby exonerate KBT from any liability with respect to the same.KBT has solely received commission and fees for travel transactions and client agrees and understands that any recovery from KBT will be limited to the amount of commission and fees actually received by KBT.
13. RISKS/SAFETY
Travel to certain destinations may involve greater risk than others. KBT urges clients to remain informed on a daily basis as to current news events, as well as to review travel prohibitions, warnings, announcements and advisories issued by the United States Government prior to booking travel to international destinations. Information on health and safety conditions in various countries and the level of risk associated with travel to particular international destinations can be found at http://www.state.gov, http://www.tsa.gov, http://www.dot.gov, http://www.faa.gov, http://www.cdc.gov, and http://www.cbp.gov. The Smart Traveler Enrollment Program (STEP) is a free service provided by the U.S. Government to U.S. citizens who are traveling to, or living in, a foreign country. STEP allows you to enter information about your upcoming trip abroad so that the Department of State can better assist you in an emergency. Registration is recommended and provided by going to https://step.state.gov/step/.
By offering for sale travel to particular destinations, KBT does not represent or warrant that travel to such points is advisable or without risk, and shall not be liable for costs, damages, or losses that may result from travel to such destinations. Client’s participation constitutes acceptance of such events at client’s own risk.
13. FORCE MAJEURE
KBT will not be in breach of these terms and conditions or otherwise be liable to you, for any failure or delay in performing an obligation under this Agreement that is due to any of the following causes, to the extent beyond its reasonable control: acts of God, accident, riots, war, terrorist act, epidemic, pandemic, quarantine, civil commotion, breakdown of communication facilities, including web host and internet service provider, breakdown or malfunction of equipment, destruction of or serious damage to facilities, natural catastrophes including, but not limited to extreme weather events, floods and volcanic eruptions, governmental acts or omissions, changes in laws or regulations, national strikes, fire, explosion, generalized lack of availability of raw materials or energy, and any other unforeseen circumstance which is beyond the control of KBT. THE PURCHASE OF TRAVEL INSURANCE IS HIGHLY RECOMMENDED ON ALL TRIPS.
In addition, each of KBT’s Suppliers have terms and conditions which include Force Majeure provisions. In the event that a Force Majeure event occurs, those Suppliers may be entitled to, and may in their sole and absolute discretion, vary, postpone or cancel any itinerary or arrangement in relation to the trip. Payment of any refund to you as a result of the non-performance of any obligations hereunder shall remain in the sole and absolute discretion of the Supplier, pursuant to their policies, although KBT shall use its reasonable efforts to secure reimbursement for you where possible.
14. GROUP TRAVEL & WELLNESS RETREATS
Group travel experiences, including but not limited to wellness retreats curated by Katie Bean Travels (“KBT”), are governed by specific terms and conditions designed to protect the integrity of the experience and the safety of all participants. By booking a group travel experience with KBT, you agree to the following:
Minimum Participation Requirement
All group trips are subject to a minimum number of confirmed participants, as determined at the discretion of KBT. If the required minimum is not met by the stated deadline, KBT reserves the right to cancel the trip in its entirety or revise the itinerary, accommodations, or pricing. Participants will be notified in writing of any such changes, and any payments made will be refunded in accordance with the cancellation policy outlined for that specific trip.
Payment Terms
Group trips follow a fixed payment schedule, with deposits and interim payments due on specified dates. Failure to meet these deadlines may result in forfeiture of your reservation and any payments made to date. All payments are non-refundable unless otherwise specified in the trip-specific cancellation terms.
Roommate Pairing
Upon request, KBT will attempt to match solo travelers with suitable roommates. While KBT uses reasonable efforts to ensure compatibility, it cannot guarantee the outcome and assumes no responsibility for conflicts or dissatisfaction arising from such pairings. If no suitable match is found, participants may be responsible for the single occupancy rate.
Trip Changes and Modifications
KBT reserves the right, at its sole discretion or as required by suppliers or third-party providers, to modify any part of the itinerary, accommodations, activities, or group composition without prior notice. Such changes may result from force majeure events, supplier cancellations, or other circumstances beyond KBT’s control. No refunds will be issued for itinerary modifications that are reasonably equivalent in quality or value.
Wellness Retreat-Specific Risks
Participation in KBT’s wellness retreats may include physical activities (such as yoga, hiking, swimming, or fitness classes), wellness services (including spa treatments, bodywork, or sound healing), and emotionally sensitive experiences (such as group workshops or journaling exercises). By enrolling, participants acknowledge that:They are voluntarily engaging in these activities at their own risk.They have consulted a qualified physician prior to travel to ensure they are medically and emotionally fit to participate.KBT and its partners, including facilitators and instructors, are not liable for injuries, illnesses, psychological impacts, allergic reactions, or other adverse outcomes that may occur during or as a result of participation.
Liability Waiver and Assumption of Risk
By joining any group travel or wellness retreat, you acknowledge the inherent risks involved in travel, including but not limited to accidents, delays, illnesses (including those related to COVID-19), natural disasters, civil unrest, and the actions or negligence of third parties. KBT shall not be held liable for personal injury, property damage, loss, or any other liability incurred during the course of the trip. Participants agree to sign a separate liability waiver and health disclosure form as a condition of participation.
Behavior and Group Conduct
KBT reserves the right to remove, without refund, any participant whose behavior is deemed disruptive, unsafe, disrespectful to local customs, or detrimental to the group experience. This includes but is not limited to verbal or physical abuse, substance misuse, or non-compliance with retreat guidelines.
15. CURRENCY FLUCTUATIONS AND PAYMENT PROCESSING FEES
Currency exchange rates fluctuate, and prices quoted in foreign currency are subject to change based on those fluctuations until paid in full. KBT is not responsible for increases due to currency rate changes or for any surcharges, foreign transaction fees, or international processing fees imposed by the client’s credit card issuer or bank.Additionally, some travel suppliers may use third-party international payment platforms, such as Flywire or similar processors, which may charge additional credit card processing fees. These fees are determined by the supplier or payment platform and are not controlled by KBT. Clients may always request to pay by wire transfer as an alternative payment method in order to avoid such fees. All costs associated with sending a wire transfer, including bank fees, are the responsibility of the client.
16. TRAVEL INSURANCE
KBT offers clients the opportunity to purchase travel insurance as a way to help protect their travel investment and personal welfare before and during a trip. Unless expressly stated in writing, travel insurance is not included in the cost of your itinerary.Travel insurance policies may offer coverage for a range of unexpected events, including but not limited to supplier default or bankruptcy, trip cancellation or interruption, missed cruise or tour connections, medical emergencies, evacuation and repatriation, baggage loss or delay, travel delays, illness, job loss, accidental death or disability, and other unforeseen circumstances.Without adequate travel insurance, you understand and agree that if you cancel, delay, or interrupt your trip for any reason, you may lose part or all of the funds paid, and that both KBT’s and travel suppliers’ cancellation penalties will apply. Travel insurance can mitigate these financial risks, but is not a requirement to book services with KBT.If you choose not to purchase travel insurance, KBT will require you to sign a waiver acknowledging that coverage was offered and declined. KBT is not a licensed insurance agent and its advisors are not authorized to answer technical questions about coverage terms, benefits, exclusions, or policy conditions. They also cannot evaluate the adequacy of your existing insurance coverage.All travel insurance policies are issued by independent third-party providers. KBT does not guarantee that any claims made under these policies will be approved and makes no representations regarding the extent of coverage. Additional charges apply for any insurance product selected.
17. GENERAL
The laws of the State of Florida govern these Terms and Conditions. You hereby consent to the exclusive jurisdiction and venue of courts in Orange County County, Florida in all disputes arising out of or relating to travel bookings with KBT.
If any part of these Terms and Conditions is determined to be invalid or unenforceable pursuant to applicable law including, but not limited to, the warranty disclaimers and liability limitations set forth above, then the invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision and agreement shall continue in effect.
These Terms and Conditions (and any other terms and conditions referenced herein) constitute the entire agreement between the Client and KBT with respect to travel bookings made with KBT by any means, and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written, between Client and KBT with respect to communications with KBT. A printed version of this agreement and of any notice given in electronic form shall be admissible in judicial or administrative proceedings based upon or relating to these Terms and Conditions to the same extent and subject to the same conditions as other business documents and records originally generated and maintained in printed form.KBT is an independent Virtuoso Agency, Florida ST45450.
